Professional Invoices & Proposals for Virtual Assistants

Track your hours, bill your clients, and grow your VA business with professional invoices and proposals.

Virtual assistants often work with multiple clients simultaneously, each with different retainer packages and task requirements. OwnedWork helps you invoice each client clearly, track hours across retainers, and set scope boundaries so you are not working beyond what is paid for.

The Document Headache for Virtual Assistants

Tracking Hours Across Clients

Working for several clients in a single day means tracking time carefully. Without accurate records, you undercharge and overwork.

Retainer Packages

Offering 10, 20, or 40-hour retainer packages is common, but tracking usage and invoicing consistently requires discipline.

Scope Boundaries

Clients often add tasks that fall outside the agreed scope. Without clear boundaries, your retainer hours get consumed by unplanned work.

Communication Overhead

Time spent on emails, Slack messages, and calls about tasks is rarely accounted for in retainer hours, yet it can consume a significant portion of your time.

How OwnedWork Helps

Hourly Invoicing

Invoice by the hour with clear descriptions of tasks completed. Show exactly how retainer hours were spent each month.

Retainer Templates

Set up recurring invoices for retainer packages. Bill the same amount each month with an updated task summary.

Flexible Line Items

Break your invoice into task categories — admin, email, diary management, research — so clients see where their hours go.

Proposals for New Clients

Send professional proposals outlining your packages, hourly rates, and what is included. Win clients with a polished first impression.

PDF & Link Sharing

Share invoices as PDFs or live links. Clients can view and pay without needing to download anything.

Example Invoice for Virtual Assistants

Description	Qty	Rate	Amount
Admin support (20 hours)	20	£25.00	£500.00
Email management & inbox zero	1	£150.00	£150.00
Diary management & scheduling	1	£120.00	£120.00
Research task (competitor analysis)	1	£100.00	£100.00
Total			£870.00

How to Invoice as a Virtual Assistant

A VA invoice should detail the hours worked and tasks completed. If you work on a retainer, list the total hours used and a summary of the main tasks. If you bill ad hoc, itemise each task with the time spent and your hourly rate.

Include your business details, invoice number, payment terms (typically 7-14 days for VA work), and bank details. For a full walkthrough, see our invoicing guide.

OwnedWork generates clean invoices that help you look professional and get paid promptly, no matter how many clients you juggle.

Managing VA Retainer Packages

Retainer packages give your VA business predictable income. Common structures include 10 hours (£250), 20 hours (£450), and 40 hours (£800) per month. Offer a small discount for larger packages to encourage commitment.

Use OwnedWork to set up recurring invoices for each retainer client. At month end, include a brief summary of hours used and tasks completed. This transparency builds trust and helps retain clients long-term.

Tip: If a client consistently uses more than their retainer hours, suggest upgrading to the next package. Present it as a cost saving rather than an upsell.

Setting Scope Boundaries as a VA

Scope creep is common in VA work. A client hired you for inbox management, but now they want social media posting, bookkeeping, and customer service. Each new task type should be agreed and priced appropriately.

Include a clear scope of work in your OwnedWork proposals. List exactly which tasks are included in the retainer and which are charged as extras. Review the scope quarterly to ensure it still reflects reality.

Define included tasks in your proposal
Charge additional tasks at your hourly rate
Review scope quarterly with the client
Track all hours — including communication time

Frequently Asked Questions

How much should I charge as a virtual assistant in the UK?

UK VA rates typically range from £20-35 per hour depending on experience and specialism. Executive VAs and those with specialist skills (bookkeeping, social media) can charge £35-50 per hour.

Should I bill hourly or offer retainer packages?

Retainer packages provide predictable income and are preferred by most VAs. Offer hourly billing for ad-hoc clients who need occasional support.

How do I track hours across multiple VA clients?

Use a simple time tracker and record hours per client per day. When invoicing through OwnedWork, break down hours by task category so clients see exactly where their time went.

What happens if a retainer client does not use all their hours?

Most VAs do not roll over unused hours — use it or lose it. State this clearly in your proposal. Some VAs offer a small rollover (e.g. up to 5 hours) as a goodwill gesture.

How do I handle scope creep with VA clients?

Refer back to the scope defined in your proposal. If a client requests tasks outside the agreement, let them know the additional cost before proceeding. OwnedWork proposals make this boundary clear from day one.

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